MS Office Project/Project Server -- Case Study Follow-up: Integration between

1. MS Office Project/Project Server -- Case Study Follow-up: Integration between MSP and BPA’s Enterprise System One year post-installation: How’s it really going with MS Project?

2. What We Will Cover Tonight --- • Review BPA’s Enterprise System • Look at how MSP is being used today. • Capabilities not yet being utilized. • Items we are considering modifying. • Benefits- Current and Future • Development Statistics

3. Review BPA’s Enterprise System

4. BPA’s Enterprise System---The System Make Up- An Integration of: Indus Passport-- and Peoplesoft-- Contract Management Financial Management Design Engineering Asset Management Inventory HR Purchasing Time & Labor Work Management Other modules

5. BPA’s Enterprise System---A Work Order in Passport-

6. BPA’s Enterprise System---Challenges in Using Passport • Schedule changes are cumbersome • The “out of the box” links to MSP do not meet our needs • There are no abilities for scheduling or forecasting of resources or funding budgets at the Program level.

7. BPA’s Enterprise System---Action Taken- • BPA contracted with : • Pcubed--- to develop an interface to download Passport/Peoplesoft data into MSP and to upload an XML file of changes that are made in MSP • Indus--- to develop the upload of the XML file of changes back into Passport, providing all necessary data checks

8. BPA’s Enterprise System---BES-MSP2002 Interface-What the interface does- • Downloads work order data from the official Business Enterprise System (BES) for over 2300+/- work orders. • Uploads data changes made to these work orders. • Provides views of the data simply not possible in the Business Enterprise System.

9. BES PEDS Passport (BES DATA PeopleSoft Database Warehouse) D/L Pgm #2 D/L Pgm #3 D/L Pgm #1 Task Notes Cost Data Changes WO & Task Processed Data Error Log D/L Pgm #4 Into Parent Proj Passport Hierarchy Changes Indus Upload That Do Not Routines Pass All Passport Download Routines Trigger Validations Table Entry Initiates Build Indus Job Project XML File on Unix MS Project 02 Plans or Server & PP Trigger Table Entry Add New User Reports & Identify Tasks To Updates Changes Existing Made In MSP Pcubed MS Project Upload MS Project Database Routines BPA’s Enterprise System---BMI Diagram

10. BPA’s Enterprise System---What’s Included in the interface exchange- • PassPort Data Included: • WO Data • Description, PM, Planning Center, Work Group, In Service Date • Type, Status, Reference, Comments, Parent Project • Task Data • Title, Planner, Schedule, Type, Location, Resources Required • Job Type, Crew Assignments & Schedules, • Maintenance Project Info • Current Estimated Costs • PeopleSoft Data Included: • Baseline Estimates (approved funding level), • Current actual Costs (summarized as labor, material, contract, other) • Parent Project Hierarchy

11. How MSP is being used today.

12. How MSP is being used today--- • The System is Up and Running !!! • Applications (Project Server) are installed on a server in Vancouver, the Data Base is installed on a server in Portland. This is the result of Organizational responsibilities. • The automated interface runs nightly. • An ERROR log of unacceptable data changes is reviewed daily and errors reported back to the person submitting the data. • Deployed via local installs of MSP on individual PCs and also via Citrix. There are pros and cons associated with each method.

13. How MSP is being used today--- • Work Order schedule changes being made via MSP. • Visual aids in work order management and reporting. • Management of the system and Training has been transferred over to our BES Team. • System is available to those who have had the training and WANT to use it, both for maintaining the official Enterprise schedule and resource estimates as well as for display and reporting of data. • We are developing Resource and Budget Forecasting displays / reports.

14. How MSP is being used today--- • Take a look at an All Projects Project file. • Take a look at look at the Training Manual. • Take a look at some Resource forecasts. We will now---

15. How MSP is being used today--- Training Manual

16. How MSP is being used today--- Training Manual

17. How MSP is being used today--- Training Manual

18. How MSP is being used today---Resource Forecasting

19. How MSP is being used today---Resource Forecasting

20. How MSP is being used today---Resource Forecasting

21. Capabilities not yet being utilized.

22. Capabilities Not Yet Utilized--- • PWA for Users and Managers • Additional Resource and Budget Forecasting / Reporting • Expanded roll out to more organizations

23. Items we are considering modifying.

24. Potential Future Modifications • Expand the Resource Pool down to the individual person level. • Develop project plan archiving. • Expand Data Synchronization. • Multiple project server implementation for additional program/organization segments. • Modification of the BES to use Task schedule changes to change material ordering dates.

25. Benefits- Current and Future

26. Benefits- Already Realized • Project Cost awareness (partly responsible for new cost controls being implemented) • Schedule awareness • Ease of schedule maintenance • Some forecasting information • Awareness of potential incorrect data Expected Future • More widespread use (more PM use, less reliance on Technician support) • More cost/schedule awareness at Manager levels • More detailed Resource scheduling/management

27. Development Statistics

28. Development Statistics • Cost--- About twice what was expected Expected- ~$350,000 Actual- ~$800,000 (includes the purchase of over 300 MSP02 Prof. Licenses) • Schedule--- About 4 times a long as expected Expected- ~4 to 6 months Actual- ~18 months Even with the actual costs and schedule over runs, given that IT projects can cost a lot of money and still never make it to completion, we are very happy that the effort was successfully completed.

29. BPA’s BES-MSP-Interface • Questions ??? • The End